What are the responsibilities and job description for the Executive Assistant position at The Grapevine Agency?
Long Term Executive Assistant to Founder & Investor
Ultra-High-Net-Worth Principal- Confidential
Newport Beach / Orange County, CA (Onsite)- Please live LOCAL
Full-Time IN person full business hours with flex as needed due to the nature of the position
Start Date: Immediate
Compensation: Salary DOE Benefits
We are partnering with a highly accomplished entrepreneur and investor in the search for an exceptional Executive Assistant to serve as a true right hand. This is a demanding, fast-paced, fully onsite role supporting a principal with a direct communication style, high standards, and a strong appreciation for precision, efficiency, and technology.
This position is deeply trusted in nature and designed as a long-term partnership, with the potential to grow into expanded operational responsibilities or a Chief of Staff role over time. The ideal candidate thrives under pressure, anticipates needs instinctively, and takes pride in delivering flawless execution without the need for micromanagement.
The Executive Assistant will manage a mix of professional and personal priorities with discretion, emotional intelligence, and impeccable attention to detail. This role requires someone who can move quickly, remain calm in high-stakes moments, and communicate seamlessly with a wide range of stakeholders.
The principal values directness, confidentiality, and proactive problem-solving. This is not a task-based EA role — it is best suited for someone who enjoys ownership, accountability, and long-term growth.
Key Responsibilities
Manage complex, fast-moving calendars and inboxes
Coordinate highly detailed domestic and international travel (business and personal), with a perfectionist-level approach
Handle budgeting, expense reporting, reimbursements, and financial tracking
Prepare meeting materials, draft agendas, and ensure thoughtful follow-up
Serve as a primary point of contact for vendors, service providers, and external partners
Oversee select personal and household-related logistics
Support ad hoc projects, special initiatives, and time-sensitive requests
Communicate effectively with diverse individuals while maintaining absolute confidentiality
Ideal Candidate
Prior experience supporting Ultra-High-Net-Worth individuals or single-family offices is strongly preferred
Exceptionally strong interpersonal and communication skills; able to keep pace with a fast communication style
Highly organized, detail-oriented, and comfortable in a demanding, high-performance environment
Self-directed and proactive; able to add value immediately without hand-holding
Driven, motivated, humble, and intellectually curious, with the desire to grow long-term
Emotionally intelligent with sound judgment and composure under pressure
Interest in philanthropy and health & wellness (mind, body, spirit) is a strong plus
Must be a dog lover
Values direct feedback, confidentiality, and accountability
Operates with a competitive, leadership-oriented mindset
Technical Requirements
Proficiency with the following tools is expected:
Google Workspace & Microsoft Office
Slack
Notion
Asana
Concur
Expensify